1 WebChurch CONNECT Managing your: ASSIMILATIONS Module This will show you how to manage your ASSIMILATIONS module
2 Managing your: ASSIMILATIONS Module Assimilations Setting Up Your Assimilations Module: Before setting up your campaigns you will need to set your Assimilations settings. Page The Assimilations Module is a great way to reach out to your members. Within this module you can set up campaigns that run automatically. Within the campaigns you can set up different connection points, which include, , text message, letter, visit or call for a certain group of people to go through. For example, if you would like all of your new visitors to receive a welcome upon being entered into the database and then a text message within a few days, you can set up a specific campaign to automate that process! From the homepage click on the Assimilations Module. Then click on the Settings tab. Note: This area is where you would add the messages that you would like your follow up team to receive in their notification when receiving an assignment. For example, in the phone section you might put Please call your follow up assignment asap and update the progress in the database. or Please go to the generate letter tab in the database and export/mail out letters. If you leave these text boxes blank, the database does have a default message that says, There are letters to generate, please visit the generate letter tab. Add your message to your follow up admin. Add your Letter message to your follow up admin. Add your Personal message to your follow up admin. When finished click Save. All rights reserved by Globaltribe International 0
3 Managing your: ASSIMILATIONS Module Setting Up Your Auto- Templates: Page This is where you would set up your various templates that you will choose for your campaigns In the s tab, click on Add Template. Enter Sender Name. Enter Sender address. Enter Subject line. Type a Message (i.e Thank you for visiting please come back and see us again soon! God bless!) Click Save to save your template. To view the click on the magnifying glass icon. To edit the click on the pencil icon. If you would like to delete the click on the X icon. All rights reserved by Globaltribe International 0
4 Managing your: ASSIMILATIONS Module Export: Page To view all the assimilation templates in the database and export them into one document: Click Export. Select a File Format. Click Download. SMS To Create An Auto-Text Message Template: Click on the SMS tab, click Add SMS Template. Enter Sender Name. Enter Sender address. Type your Message (i.e Thank you for visiting please come back and see us again soon! God bless!). Note: Do not delete the Hi %%First- Name%% code, as that will auto populate member names into each individual text message sent. Click Save. To view the sms click on the magnifying glass icon. To edit the sms click on the pencil icon. If you would like to delete the sms click on the X icon. All rights reserved by Globaltribe International 0
5 Managing your: ASSIMILATIONS Module Export: Page To view all the auto-text messages in the database and export them into one document: Click Export. Select a File Format. Click Download. Letters To Create An Auto-Letter Template: In the Letters tab, click Add Letter Template. Enter a Title (i.e Welcome Letter). Type in your message. Click Save. All rights reserved by Globaltribe International 0
6 Managing your: ASSIMILATIONS Module How To Add An Assimilation Campaign: Page From the Assimilation Module click on Add Campaign. Add a Name for the new campaign (i.e Visitor Campaign) Add a Leader by clicking on the member icon and search by name. Click the box if you want this leader to receive notifications by regarding this campaign. Note: This is advised, otherwise the assigned Admin will not recieve an notification. Add an Overseer (Optional) and check if you would like them to receive notifications. 0 Assign an Admin (Optional). You can assign as many Admins as desire. Type a Description (i.e New visitor assimilation). Select the the Campus that this campaign will be connected to. Add a Follow Up Type (i.e Visitor) or Member Status. Note: By selecting either of these options the database will pull based on that criteria. For example, If you select Visitor Followup Type, the database will put any person that has a Visitor Followup assigned on them into the campaign. 0 Viewing Campaigns: Click Save to add Campaign. Click on the Campaigns tab. This will list all of your active campaigns. If you would like to view the campaign click on the magnifying glass icon. To edit the campaign click on the pencil icon. From here you can also edit the connection points (see How To Add/Edit Connection Points for further details). To deactivate or delete click on the X icon. Note: You can only permanently delete a campaign if you have the correct permission levels. See Set Up manual for details. All rights reserved by Globaltribe International 0
7 Managing your: ASSIMILATIONS Module Export a Campaign: Page Click Export. Select a File Format. Click Download. Show All/ Show Active: You can choose to show all Campaigns that are are in the database or just the active campaigns by clicking on and off of the Show All button. **Note: The following three functions ( , SMS, & Letters) are currently only available in America** All rights reserved by Globaltribe International 0
8 Managing your: ASSIMILATIONS Module Add Connections Points: Page Connection points are the different connections that the campaign will make with your visitors. You can set up as many connection points as you would like. The connection points designate the time for that connection to happen based on your criteria. Click on the Campaigns tab. Then click on the pencil icon to edit the campaign. Or you can also add connection points by clicking on the Add Connection Points tab. Then select the Campaign you would like to add the connection point to. Then click Add Connection Point. Name your Connection Point (i.e Welcome # or Connection Point #). Assign an Admin (optional, this would be if you want an admin who may oversee this connection point). Select when you would like the connection point to occur (i.e days after the member has been added to the database). Choose how this member is contacted, Via phone, Personal Visit, , Text Message, or Letter. Note: If you select the call, visit or letter options an notification will be sent to the assigned admin on the assigned day. The text and option will automatically be sent to the visitor from the system. 0 0 Assign an Admin for the task of, Personal Call, Visit, and Letter. This will be the person who will complete this task. They will receive an notification on the date assigned. Once all of your connection points have been added, click on Add. All rights reserved by Globaltribe International 0
9 Managing your: ASSIMILATIONS Module Generating Letters: Page This is the area where your admin would go to generate the letters to distribute to the people in the campaigns. Click on Generate Letter tab. From the filter box. Select Letters Generated: No, select the date range that you are printing letters for. Then click on Filter. The letters that need to be printed will generate with the dates they are due to go out. Click on the paper icon to generate the letter, then just print and mail out. If you would like to see past letters that were generated you can filter by Letters Generated: Yes. This will list all the letters that have already been generated. All rights reserved by Globaltribe International 0
10 Managing your: ASSIMILATIONS Module Sent s: Page In this area you can view the details of the s that were sent out from the campaigns. Click on Sent s tab. Filter by date. Here you can view the details You can export the list by clicking on Export. Sent SMSs: In this area you can view the details of the SMS/Text Messages that were sent out from the campaigns. Click on Sent SMSs tab. Filter by date. Here you can view the details You can export the list by clicking on Export. All rights reserved by Globaltribe International 0
11 Managing your: ASSIMILATIONS Module Member Status Automation: Page 0 From here you can set criteria for the database to auto move a visitor status to a member status. This is a great way to automatically assimilate your visitors to members! Click on Member Status Automation tab. Click Add Criteria. Name this Status Automation and add Description. Select the Member Status that this criteria is referring to. For example, If you are setting the criteria for what a member is, you would select Member as the Member Status. Then select the criteria that makes a member. For example, you may consider a member one who currently is serving on a volunteer team, who has completed your new members class, who has also been attending for over months. Select all the fields that apply. Finally click Save. All rights reserved by Globaltribe International 0
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